UTBMS Code A105 — Communicate (in-firm)
Internal communications within the law firm regarding the matter, including team meetings, strategy discussions, and file updates between attorneys and staff working on the case.
schedule When This Code Is Used
When attorneys are communicating with other members of the firm's legal team about the matter, including team meetings, internal email exchanges, staffing discussions, and case strategy conversations.
warning Common Billing Violations
Three or four attorneys each billing 0.5 hours for the same 30-minute team call, resulting in 1.5-2 hours of billing for one conversation
Billing for internal administrative discussions about staffing and scheduling that should be firm overhead
Using A105 to capture time spent on internal knowledge management or conflicts checking that is not case-specific
Excessive internal communication suggesting inefficient information flow or unnecessary meetings
timer Typical Hours
Should represent 5-8% of total matter hours. Typical: 0.1-0.3 hours per brief exchange, 0.5-1.0 hours per team meeting.
flag Red Flags to Watch For
A105 exceeding 10% of total matter hours, suggesting excessive internal meetings or communication padding
Multiple timekeepers billing identical A105 entries for the same communication event
Daily A105 entries from three or more timekeepers suggesting unnecessary team meetings
A105 billing that exceeds A202 (Client Communication), meaning the firm talks to itself more than to the client
check_circle Best Practices for Review
Set a maximum percentage of total billing attributable to A105 internal communication (5-8%)
Cross-reference A105 entries across timekeepers to identify duplicative billing for the same conversation
Establish that only one participant in a team meeting may bill the full duration; others bill at reduced rates
Require that staffing and administrative discussions not be billed to the client
link Related Codes
analytics Key Statistics
Intra-firm communications account for 5-10% of total billed hours, with the percentage increasing on larger team matters
Source: Thomson Reuters Legal Department Benchmarking Report, 2024
Limiting billable internal conferences to three attendees reduces intra-firm communication costs by an average of 25%
Source: ACC Legal Operations Survey, 2024
Frequently Asked Questions
What does UTBMS activity code A105 cover? expand_more
UTBMS activity code A105 covers Communicate (in-firm) activities including intra-firm conferences, team meetings, internal strategy discussions, and coordination among attorneys working on the same matter. It captures internal law firm communication costs.
How do you control intra-firm conference costs under A105? expand_more
Limit billable internal conferences to three timekeepers without prior approval. Set maximum hours per conference and require descriptions of what was discussed and decided. Challenge recurring weekly team meetings billed at full rates that serve primarily as status updates.
What billing issues arise for internal communications under A105? expand_more
Common issues include excessive team meetings billed at full hourly rates, all attendees billing the same conference at their individual rates creating multiplicative costs, 'getting up to speed' meetings for new team members, and vague entries like 'team conference re: matter status.'